Clear communication through email remains a crucial skill in professional and personal settings. Getting your instructions across effectively can make the difference between successful projects and costly misunderstandings. Whether you need to delegate tasks, provide guidance to team members, or share details with friends and family, how you structure your message matters.
The way you craft your instructional emails directly impacts how well others understand and follow your directions. Each word choice, each paragraph break, and each detail included serves a purpose. These sample emails will help you communicate with clarity and purpose, saving you time and preventing confusion.
Sample Emails Giving Instructions
These carefully crafted email templates showcase different approaches to giving instructions. Each example demonstrates effective techniques you can adapt for your specific needs.
1. Simple Project Task Instructions
Subject: Website Update Task – Action Required by Friday
Dear Alex,
I hope this email finds you well. I’m writing to provide instructions for updating our company website, which needs to be completed by this Friday, May 23rd.
Here’s what needs to be done:
1. Update the “About Us” page with the new team photos (attached to this email) 2. Add the latest press release to the “News” section (text document attached) 3. Replace the current homepage banner with the new design (file: new_banner.jpg) 4. Test all links on the updated pages to ensure they work properly
Please make these changes on the development server first so we can review them before pushing to the live site. Let me know once the updates are ready for review.
If you have any questions or run into any issues, please don’t hesitate to contact me directly at extension 4532 or via email.
Thank you for your help with this project.
Best regards,
[Your name and position]
Marketing Director ABC Corporation Phone: (555) 123-4567 Email: your.email@abccorp.com
2. Detailed Technical Instructions
Subject: Server Maintenance Procedure – Please Complete Tonight
Hello IT Team,
As discussed during yesterday’s meeting, we need to perform critical maintenance on the main database server tonight between 10:00 PM and 2:00 AM when user traffic is minimal.
Please follow these detailed steps in exact order:
1. Send a notification email to all department heads about the planned maintenance (template attached)
2. Create a full backup of the database using the following command: backup_db.exe -full -path=D:\Backups\May21_2025
3. Shut down all connected services: – Customer portal (use admin panel) – Inventory system (run stop_inv.bat) – Reporting tools (use service manager)
4. Install the security patches from the secure folder: *\server\patches\DB2025\May*
5. Run the verification script: verify_patches.ps1 -log=true -verbose
6. Restart all services in this order: – Database (allow 5 minutes to fully initialize) – Inventory system – Reporting tools – Customer portal
7. Test core functionality using the test suite on the shared drive
8. Send a completion report to me and the CTO
IMPORTANT: If you encounter any errors during steps 4 or 5, immediately call the emergency support line at 1-800-555-9876 and revert to the backup.
Thank you for handling this critical maintenance.
Regards,
[Insert name and title]
IT Operations Manager Tech Solutions Inc. Direct: 555-987-6543 Email: it.manager@techsolutions.com
3. New Employee Onboarding Instructions
Subject: Welcome to GlobalTech – Your First Day Instructions
Dear Jamie,
Welcome to GlobalTech! We’re thrilled to have you joining our team on Monday, May 26th. This email contains everything you need to know for your first day with us.
Arrival Instructions:
– Please arrive at our main office (123 Business Avenue) between 8:30 and 9:00 AM – Park in the visitor section on level P2 of the parking garage (parking pass attached) – Enter through the main lobby and check in with security – Ask for Maria Johnson at the reception desk – she will be expecting you
What to Bring:
– Photo ID (driver’s license or passport) – Completed tax forms (attached to this email) – Direct deposit information (bank account details) – Emergency contact information
First Day Schedule:
9:00 AM – 10:00 AM: HR Orientation (Conference Room A) 10:00 AM – 11:00 AM: IT Setup and Systems Training 11:00 AM – 12:00 PM: Team Introduction 12:00 PM – 1:30 PM: Welcome Lunch with Department 1:30 PM – 4:30 PM: Role-Specific Training
Dress Code: Business casual is appropriate for your role and department.
We look forward to having you on our team! If you have any questions before Monday, please feel free to contact me directly.
Warm regards,
[Manager’s name and title]
HR Director GlobalTech Industries Phone: 555-234-5678 Email: hr.director@globaltech.com
4. Event Planning Instructions for Volunteers
Subject: Charity Gala – Volunteer Instructions for Saturday
Dear Volunteers,
Thank you for donating your time to help with our Annual Charity Gala this Saturday, May 24th. Your support makes this important fundraiser possible.
Please review these instructions carefully:
Arrival & Check-in: – Arrive at Grand Plaza Hotel (500 Main Street) at 4:00 PM sharp – Enter through the staff entrance on the east side of the building – Check in with Volunteer Coordinator Sarah at the registration table – Collect your volunteer badge and event t-shirt
Assignments: You’ve been assigned to the [specific team] team. Your responsibilities include: [Team-specific instructions will be provided at check-in]
General Guidelines: – Wear black pants/skirts with the provided event t-shirt – Comfortable but professional shoes (you’ll be standing for extended periods) – Bring a water bottle (volunteer refreshment station available) – Store personal belongings in the secure volunteer room (bring minimal valuables)
Schedule: 4:00 PM – 5:00 PM: Volunteer Briefing 5:00 PM – 6:00 PM: Final Setup 6:00 PM – 9:30 PM: Event (guests arrive at 6:30 PM) 9:30 PM – 10:30 PM: Cleanup
Your contribution directly helps us raise funds for local children’s hospitals. We genuinely appreciate your dedication to this cause.
Should you have any questions or need to report a schedule conflict, please contact me as soon as possible.
With gratitude,
[Coordinator name and position]
Volunteer Coordinator Community Cares Foundation Cell: (555) 987-1234 Email: volunteer@communitycares.org
5. Home Care Instructions for Pet Sitter
Subject: Pet Care Instructions – May 25-30
Hi Sam,
Thank you so much for watching Bella and Max while we’re away! Here are detailed instructions for taking care of our furry family members from May 25th through 30th.
Daily Schedule:
Morning (7:00-9:00 AM): – Let dogs out in fenced backyard for bathroom break – Feed dogs: 1 cup of kibble each + ½ can wet food (refrigerator) – Fresh water in both bowls – Give Bella her joint supplement (small white pill in pill container) – 15-minute walk around the neighborhood
Midday (12:00-2:00 PM): – Quick bathroom break in backyard – Refresh water bowls – Optional: playtime or short walk
Evening (5:00-7:00 PM): – 30-minute walk – Feed dogs: 1 cup kibble each (no wet food in evening) – Give Max his heart medication (pink pill in container) – Fresh water
Before Bed (9:00-10:00 PM): – Final bathroom break in backyard – Turn on night light in kitchen
Special Notes: – Bella is afraid of thunderstorms – if one occurs, her thunder vest is in the laundry room – Max doesn’t like the neighbor’s dog – avoid the house with the red door during walks – Emergency contact: Dr. Wilson (vet) – 555-789-1234 – We can be reached at our hotel: 555-321-7654
All supplies are on the kitchen counter. Help yourself to anything in the fridge or pantry!
Thanks again – we really appreciate your help!
Cheers,
[Pet owner’s name]
Cell: 555-765-4321 Email: petlover@email.com
6. Conference Travel Instructions for Team
Subject: Sales Conference Travel Instructions – Chicago, June 2-5
Dear Sales Team,
As we prepare for the National Sales Conference in Chicago next month, please review these important travel instructions carefully. Following these guidelines will ensure smooth travel arrangements and reimbursement.
Pre-Trip Preparation: 1. Book your flights through our corporate travel portal by May 25th 2. Reserve hotel rooms at the conference rate using booking code SALES2025 3. Submit your travel itinerary to your department assistant 4. Download the conference app (details in attachment)
Travel Logistics: – Conference Location: Chicago Grand Hotel, 200 Michigan Avenue – Airport Transportation: Use the company Uber account (code: SALESTRIP25) – Hotel Check-in: Available from 3:00 PM on June 1st – Conference Registration: Lobby desk, 8:00 AM – 6:00 PM daily
Expense Guidelines: – Keep all receipts for reimbursable expenses – Use the expense report template (attached) – Daily meal allowance: $75 – Submit expenses no later than June 12th
Required Materials: – Company laptop and charger – Business cards – Sales presentation materials (available on shared drive) – Company ID badge
Team Meeting: We will have a mandatory team meeting on June 2nd at 7:30 PM in Conference Room B. Please adjust your arrival time accordingly.
Let me know if you have any questions about these arrangements.
Best regards,
[Name and job title]
Sales Director Success Enterprises Office: 555-123-9876 Email: sales.director@success.com
7. Home Renovation Instructions for Contractor
Subject: Kitchen Renovation Project – Final Instructions
Dear Mr. Rodriguez,
Thank you for taking on our kitchen renovation project. Now that we’ve finalized all the details, I wanted to provide you with comprehensive instructions for the work beginning next Monday, May 26th.
Project Access: – Work hours: Monday-Friday, 8:00 AM – 5:00 PM – House key location: Lockbox on side gate (code: 5872) – Alarm system: Will be disabled during work hours – Pets: Dog will be kept in bedroom during work hours
Material Deliveries: – Cabinets: Scheduled for Monday, May 26th (10:00 AM-12:00 PM) – Countertops: Wednesday, May 28th (1:00 PM-3:00 PM) – Appliances: Friday, May 30th (9:00 AM-11:00 AM) – All other materials stored in garage (labeled areas)
Project Specifications: – Cabinet installation: Follow manufacturer guide (copy in project binder) – Lighting placement: As marked on ceiling with blue tape – Sink position: Centered under window as discussed – Electrical outlets: Add two on island as shown in plans
Special Requirements: – Please cover living room furniture with provided plastic sheets – Use back door for coming/going to minimize dust in main house – Turn off water main during plumbing work (located in basement) – Remove all debris daily before leaving
Communication: – Daily progress update requested via text message – Contact me immediately for any unexpected issues – Weekly in-person meeting: Fridays at 4:00 PM
I’ll be working from home during the renovation and available if you need clarification on anything.
Thank you again for your expertise on this project.
Regards,
[Homeowner’s name]
Cell: 555-234-5678 Home: 555-987-6543 Email: homeowner@email.com
8. Remote Work Setup Instructions
Subject: Remote Work Setup – Complete by May 23rd
Hello team,
As we transition to our hybrid work model next week, please follow these instructions to ensure your remote workspace is properly configured and secure.
Required Equipment Setup: 1. Company laptop
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- Install all pending updates (minimum OS version: 12.3.5)*
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- Run security scan using provided software*
2. VPN Configuration:
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- Download updated VPN client from IT portal*
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- Set up using your employee ID and temporary password*
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- Test connection before Friday*
3. Two-Factor Authentication:
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- Download authentication app on your smartphone*
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- Register device using instructions at: secure.company.com/2FA*
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- Set up backup verification method*
Home Office Requirements: – Secure Wi-Fi network (password-protected) – Ergonomic workspace (company allowance available) – Private area for confidential calls and meetings – Reliable internet connection (minimum 50Mbps download/10Mbps upload)
Verify your setup by completing the checklist form (link attached) and scheduling a 15-minute virtual workspace check with IT between May 22-23.
Working hours remain 9:00 AM – 5:00 PM local time. Please update your status on Teams throughout the day and be available for core collaboration hours (11:00 AM – 3:00 PM).
Reach out to the IT helpdesk at extension 2000 if you encounter any technical difficulties during setup.
Thank you for your cooperation.
Best,
[IT Manager name and title]
Information Technology Director Forward Thinking Inc. Email: it.director@forwardthinking.com Help Desk: 555-123-2000
9. Academic Assignment Instructions
Subject: Final Research Project Guidelines – Due May 31st
Dear Students,
This email contains the complete instructions for your final research project, worth 30% of your course grade. Please read all sections thoroughly.
Project Overview: You will research and analyze a significant development in your field of study that occurred within the last five years. Your analysis should demonstrate critical thinking and application of course concepts.
Required Components:
1. Research Paper (60% of project grade)
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- 2,500-3,000 words (excluding references)*
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- Minimum 10 scholarly sources*
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- APA format, double-spaced, 12pt Times New Roman*
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- Include abstract, introduction, literature review, methodology, findings, discussion, and conclusion*
2. Presentation (25% of project grade)
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- 10-minute presentation with 5-minute Q&A*
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- Professional slides (maximum 12)*
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- Visual representation of key findings*
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- Submit slides one day before presentation date*
3. Peer Review (15% of project grade)
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- Provide constructive feedback on two classmates’ drafts*
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- Use the rubric provided on the course website*
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- Submit reviews by May 25th*
Submission Process: 1. Upload paper to the course portal by 11:59 PM on May 31st 2. Submit plagiarism check report with final paper 3. Bring printed copy to final class meeting
Grading Criteria: – Originality and depth of analysis – Application of course theories and concepts – Quality of research and citations – Organization and clarity of writing – Professional presentation skills
Office hours for project guidance: Tuesdays and Thursdays, 1:00-3:00 PM, or by appointment.
I look forward to seeing your thoughtful research and analysis.
Sincerely,
[Professor’s name and department]
Associate Professor of Business University of Knowledge Office: Building A, Room 305 Email: professor@university.edu
10. Product Return Instructions
Subject: Return Instructions for Order #10592 – Refund Processing
Hello Jordan,
Thank you for contacting our customer service team about returning the wireless headphones from your recent order (#10592). I’m sorry they didn’t meet your expectations. Please follow these simple steps to return the item for a full refund.
Return Instructions:
Step 1: Package the Item – Place the headphones back in their original packaging if possible – Include all accessories that came with the product – Do not include any other items from separate orders – Copy of receipt is helpful but not required (we can track by order number)
Step 2: Attach Return Label – Print the pre-paid return label attached to this email – Securely affix the label to the outside of the package – Make sure the barcode is clearly visible and not creased
Step 3: Ship the Package – Drop off at any FedEx location (find nearest at fedex.com/locations) – No need to pay shipping fees (already covered by pre-paid label) – Get a drop-off receipt as proof of return
Step 4: Track Your Refund – Return typically takes 3-5 business days to reach our warehouse – You’ll receive an email confirmation once we process your return – Refund will be issued to your original payment method within 48 hours of processing – Please allow 3-5 business days for the refund to appear on your account
If you don’t receive your refund within 10 business days after shipping, please contact us with your order number and tracking information.
We value your business and hope to serve you better in the future.
Thank you,
[Customer service rep name]
Customer Experience Team Quality Electronics Phone: 1-800-555-9876 Email: returns@qualityelectronics.com
11. Software Update Instructions for Customers
Subject: Important Software Update Instructions – Action Required
Dear Valued Customer,
We’ve released a critical security update for your SmartHome Hub that protects your devices from recently discovered vulnerabilities. This update should be installed as soon as possible to ensure your smart home system remains secure.
Update Instructions:
Preparation Steps: – Ensure your SmartHome Hub is powered on and connected to Wi-Fi – Close any active smart home applications on your phone/tablet – Make sure all connected devices are online
Update Method 1: Mobile App Update (Recommended) 1. Open your SmartHome app 2. Go to Settings > System > Software Update 3. Tap “Check for Updates” 4. Select “Download and Install” 5. Wait for completion (approximately 5-10 minutes) 6. When prompted, tap “Restart Now”
Update Method 2: Web Portal Update 1. Visit portal.smarthome.com from any browser 2. Log in with your account credentials 3. Navigate to Device Management > Your Hub 4. Click “System Updates” 5. Follow the on-screen instructions to complete the update
After Update Verification: – Check that the firmware version shows 3.5.2 or higher – Verify all connected devices are back online – Test basic functionality of your most-used features
Important Notes: – Your hub will restart during the update process – Connected devices will be temporarily unavailable (5-15 minutes) – Your settings and preferences will be preserved
If you encounter any issues during the update process, please visit our support center at support.smarthome.com or call our dedicated update helpline at 1-888-555-1234.
Thank you for helping us keep your smart home secure.
Sincerely,
[Support team member name]
Technical Support Team SmartHome Solutions Email: support@smarthome.com Phone: 1-888-555-1234
12. Meeting Preparation Instructions
Subject: Board Meeting Preparation – Action Items for May 28th
Dear Board Members,
Our quarterly board meeting is scheduled for next Wednesday, May 28th, from 9:00 AM to 12:00 PM in the Executive Conference Room. To ensure a productive session, please complete the following preparation tasks.
Pre-Meeting Tasks:
1. Review Documents (by May 25th):
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- Q2 Financial Statements (attachment 1)*
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- Strategic Plan Progress Report (attachment 2)*
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- Proposed Budget Amendments (attachment 3)*
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- Minutes from previous meeting (attachment 4)*
2. Submit Input (by May 26th):
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- Complete the strategic priorities survey (link below)*
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- Send any agenda items you wish to discuss*
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- Provide feedback on the expansion proposal*
3. Schedule Updates (if applicable):
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- Committee chairs: prepare 5-minute progress reports*
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- Department liaisons: compile key metrics for your area*
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- Finance team: be ready to address budget questions*
Meeting Logistics:
Location: Executive Conference Room, 15th Floor Time: 9:00 AM – 12:00 PM (breakfast served at 8:30 AM) Videoconference: Link for remote participants in calendar invitation Parking: Validated parking available in the main garage
Please bring your laptop and a printed copy of the agenda for reference. If you cannot attend in person, please notify my assistant at least 48 hours in advance to arrange proper video conferencing setup.
I look forward to our productive discussion next week.
Kind regards,
[Chairperson’s name and title]
Board Chair Strategic Growth Corporation Office: 555-789-0123 Email: chair@strategicgrowth.com
13. Training Session Instructions
Subject: New CRM Training Session – Preparation Instructions
Hello Team,
You’re scheduled to attend the new CRM system training this Friday, May 23rd, from 10:00 AM to 3:00 PM in Training Room B. This session will provide essential skills for using our new customer relationship management platform. Please follow these preparation instructions to get the most from this training.
Before the Training:
1. Complete Pre-work:
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- Watch the 15-minute introduction video (link: training.company.com/crm-intro)*
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- Read the “CRM Basics” document (attached)*
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- Test your login credentials using the instructions on page 2*
2. Prepare Your Equipment:
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- Bring your company laptop fully charged*
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- Make sure you have the latest VPN client installed*
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- Download the training materials package from the shared drive*
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- Clear your schedule for the full session (no interruptions)*
3. Gather Information:
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- Bring 3-5 examples of current customer processes you manage*
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- List any specific questions about customer data handling*
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- Identify pain points with the current system to address*
During the Training:
– Training room opens at 9:30 AM for setup – Breaks scheduled at 11:30 AM and 1:45 PM – Lunch provided at 12:15 PM (please inform us of dietary restrictions) – Hands-on exercises will use test accounts (no real customer data)
After the Training:
– You’ll receive a follow-up email with resources and FAQ – Two weeks of dedicated support available via the help desk – Optional advanced sessions will be offered next month
Please reply to confirm your attendance or request rescheduling if needed.
Thank you,
[Training coordinator’s name]
Learning & Development Specialist Dynamic Business Solutions Extension: 5566 Email: training@dynamicbiz.com
14. Client Deliverable Instructions
Subject: Website Content Submission – Instructions and Deadline
Dear Client,
Thank you for choosing our agency for your website redesign project. We’re making excellent progress on the development side and now need your content to move forward with the next phase. Please follow these instructions for submitting your website content by June 1st.
Content Submission Guidelines:
Text Content: – Provide all page content in Microsoft Word or Google Docs format – Follow the content outline we discussed (template attached) – Include clear headings and subheadings for each section – Aim for the word counts specified in the content plan – Proofread all text before submission
Images and Media: – Send high-resolution images (minimum 1500px width) – Acceptable formats: JPG, PNG, or TIFF – Name files clearly indicating their purpose (e.g., “team-photo-ceo.jpg”) – Include alt text descriptions for each image – For videos: provide YouTube/Vimeo links or raw files under 100MB
Submission Method: 1. Upload all files to the shared project folder we created
- (link: projectshare.com/your-website-project)* 2. Complete the content inventory spreadsheet (attached) 3. Email me when your submission is complete
Important Dates: – Content submission deadline: June 1st, 2025 – Our review period: June 2-5, 2025 – Feedback and revisions: June 6-10, 2025 – Content integration: June 11-15, 2025
Missing this deadline may delay your project timeline. If you anticipate any issues meeting this deadline, please let me know as soon as possible so we can make necessary adjustments.
Please don’t hesitate to reach out with any questions about these instructions.
Best regards,
[Project manager’s name]
Digital Project Manager Creative Web Solutions Phone: 555-123-4567 Email: projects@creativewebsolutions.com
15. Team Project Collaboration Instructions
Subject: Q3 Marketing Campaign – Task Assignments and Instructions
Team,
We’re kicking off our Q3 Marketing Campaign project this week. This email outlines each team member’s responsibilities and provides clear instructions for collaboration. Please save this for reference throughout the project.
Project Overview: – Campaign Theme: “Summer Solutions Series” – Timeline: May 25 – August 15 – Target Audience: Small business owners, ages 35-55 – Primary Goals: Generate 500 qualified leads, increase social engagement by 25%
Individual Assignments:
Alex (Content Strategy): – Develop editorial calendar by May 27 – Create content briefs for all blog articles – Coordinate with designers on visual elements – Review and edit all written materials – Report content performance weekly
Taylor (Social Media): – Create platform-specific content plans – Design social media graphics package – Schedule posts according to editorial calendar – Monitor engagement and respond to comments – Compile analytics report bi-weekly
Jordan (Email Marketing): – Segment customer database for targeted messaging – Design email templates for campaign series – Set up automation workflows in marketing platform – A/B test subject lines and calls-to-action – Track open rates, clicks, and conversions
Morgan (PPC Advertising): – Research keywords and competition – Create ad groups and write ad copy – Set up campaign tracking in Analytics – Manage daily budget and bidding strategy – Optimize based on performance data
Collaboration Tools: – Project management: Asana (all tasks created) – File sharing: Google Drive (folder structure created) – Communication: Slack channel #q3-campaign – Meetings: Weekly standup Tuesdays at 10:00 AM – Reporting: Shared dashboard (link in Asana)
Key Milestones: – Strategy finalization: May 30 – Content creation: June 5 – Campaign launch: June 15 – Mid-campaign assessment: July 15 – Final reporting: August 20
Please review your assignments and confirm receipt of this email. Our kickoff meeting is scheduled for tomorrow at 2:00 PM in Conference Room C.
Thank you for your dedication to making this campaign successful.
Regards,
[Marketing director’s name]
Marketing Director Results-Driven Marketing Office: 555-987-6543 Email: marketing@results-driven.com
Wrapping Up: Effective Instruction Emails
Crafting clear instruction emails has become essential for successful communication. The examples provided showcase various approaches for different scenarios, from simple task assignments to complex project directions. Each demonstrates how proper structure, clear language, and appropriate detail level help ensure your recipients understand exactly what you need.
Effective instructional emails share common elements despite their different contexts. They provide clear action items, specific deadlines, necessary resources, and contact information for questions. By adapting these templates to your specific situation, you can create emails that get results with minimal back-and-forth.
Next time you need to provide instructions via email, use these samples as a starting point. Customize them to fit your voice and specific needs, paying attention to clarity and completeness. Well-crafted instruction emails save time, prevent misunderstandings, and help everyone achieve better outcomes.